Module 5 – Spreadsheets

Lesson 7 – Sorting, Filtering and Data Tools

Sorting and filtering help you analyse data by organising it and showing only the information you need. This lesson covers sorting, filtering, remove duplicates and basic data cleaning.

1. Sorting data

Sorting rearranges entire rows based on the values in one or more columns.

Types of sorting:

• A to Z – alphabetical (A–Z) or smallest to largest.
• Z to A – reverse alphabetical (Z–A) or largest to smallest.

Examples:

• Sort names alphabetically.
• Sort sales from highest to lowest.
• Sort dates from oldest to newest.

2. How to sort

• Select any cell in the column you want to sort.
• Use Sort A to Z (ascending) or Sort Z to A (descending).
• The sort will move whole rows, not individual cells.

Important: Make sure headings are recognised so they don’t get mixed with the data.

3. Multi-level sorting

Multi-level sorting lets you sort by more than one column.

Example:

• Sort by Department.
• Then sort by Name within each department.

Useful for:

• Organising large lists.
• Grouping information neatly.

4. Filtering data (AutoFilter)

Filters hide rows that do not match selected criteria. Only matching rows remain visible.

To apply a filter:

• Click any cell in your data range.
• Choose Data → Filter.
• Use the dropdown arrows on the headings.

5. Types of filters

Text filters

• Equals
• Does not equal
• Begins with
• Contains

Number filters

• Greater than
• Less than
• Between
• Top 10 items

Date filters

• This week
• This month
• Before / After a date

6. Clearing and removing filters

• Use Clear Filter on a specific column.
• Turn off filtering entirely using Data → Filter.

7. Removing duplicates

The Remove Duplicates tool deletes repeated rows based on chosen columns.

Useful for:

• Email/contact lists
• Customer databases
• Inventory lists

Steps:

• Select your data range.
• Go to Data → Remove Duplicates.
• Select which columns should be checked.

8. Basic data cleaning

• Remove extra spaces.
• Ensure dates use the same format.
• Avoid blank rows inside tables.
• Correct numbers stored as text.

9. Good practices for sorting and filtering

• Use headings in the first row.
• Do not merge cells in data tables.
• Ensure sheets use the correct data types.
• Use filters to analyse — not delete — data.
• Clear all filters before printing/exporting.

10. Practical Activity

• Create a table with: Name, Department, Salary, Start Date.
• Sort by Salary (highest to lowest).
• Sort by Department, then Name.
• Filter to show salaries above 2000.
• Filter Start Date to show staff who started this year.
• Use Remove Duplicates on Name or Email.

Quick self-check quiz

Click each question to reveal the answer.